INCITS/RD-3 Officers Guide

1. Introduction

The INCITS/Standing Document Officers’ Reference Guide (INCITS/RD-3) provides INCITS subgroup officers with information regarding their administrative duties, responsibilities, and reference materials. The INCITS/SD-8 in conjunction with other standing documents is intended to assist INCITS subgroup officers and members of the INCITS community who hold international offices within JTC 1 in effectively performing their duties.

2. Purpose

The INCITS/RD-3 is intended for use by: prospective officers, newly elected officers, experienced officers and other INCITS and INCITS Subgroup members regarding the responsibilities of each office. The INCITS/RD-3 is intended to:

3. Lists of Duties

The INCITS/Reference Document-2, Organization and Procedures (INCITS/RD-2) contains a description of the officer positions within INCITS and its subgroups. This section of the INCITS/RD-3 provides lists of duties associated with INCITS Technical Committee and related subgroup offices described in the INCITS/RD-2. In addition, this section contains lists of duties associated with international (e.g., ISO/IEC JTC 1) officer positions that may be held by members of INCITS and its subgroups. These lists of duties are intended to advise officers of their responsibilities and to serve as criteria for determining effective job performance.

3.1 INCITS Subgroup Officer Duties

3.1.1 Chair:

  1. Preside at meetings.
  2. Ensure that the `Program of Work’ is carried out in a prompt, efficient and effective manner in accordance with the objectives, policies, and procedures of the INCITS standards program.
  3. Reporting Requirements:
  4. Prepare and present Subgroup Annual Report to INCITS Standards Development Board (SDB).
  5. (TG) Prepare Task Group portion of the Annual Report.
  6. (TC, SG and CT) Prepare and present the Subgroup Annual Report to SDB.
  7. Disseminate in writing the ‘Call for Volunteers’ for officer positions for the subgroup.
  8. Ensure that the Administrative Duties (shown under Vice Chair duties) are carried out.
  9. Provide or arrange for tutorials to membership on procedures.
  10. Forward to ANSI BSR, through the INCITS Secretariat, completed ‘BSR Action Required Transmittal Form’ together with all required documentation. {Fix the reference to a form.}
  11. Send timely warning letters on endangered memberships.
  12. Attend required training sessions.
  13. Represent the body to other committees and organizations.
  14. Prepare and forward to the INCITS Secretariat press releases and other publicity material about the subgroup ‘Program of Work’.
  15. Appoint:
    • Vice Chair
    • Secretary
    • Vocabulary Representative
    • Project Editor(s) for each project, as appropriate
    • Liaisons
    • Head of Delegation for each international meeting
    • Other (e.g., Working Group Chairs, ad hoc group Chairs)
  16. Ensure the INCITS mailings are reviewed for information, possible action, and redistribution as appropriate.
  17. Ensure the orderly transfer of any subgroup documents upon appointment of new officers.
  18. Schedule subgroup meetings for a full calendar year at least three months in advance; ensure administrative meeting arrangements are addressed: and notify the INCITS Secretariat to update the Meeting Schedule and Calendar on the INCITS web site.
  19. Ensure that any coordinating liaison responsibilities are carried out in a timely manner.
  20. Ensure that the subgroup, when serving as a US TAG, provides input to the US delegation to JTC 1 meetings prior to the delegate's preparation meeting.

3.1.2 Vice Chair:

  1. In the absence of the Chair, perform the duties of the Chair.
  2. Act as subgroup administrator with the following duties (unless redistributed, by agreement, among the membership)
  3. Register, control, and distribute committee documents, ensuring that the original or a reproducible copy of each is sent to the INCITS Secretariat staff for the INCITS permanent file. A complete document register must be sent to the INCITS Subgroup and to the INCITS Secretariat at the end of each calendar year.
  4. Prepare and distribute meeting notices and agendas in accordance with the INCITS/SD-2, in consultation with the Chair.
  5. Prepare, distribute, tally, and report the results of letter ballots.
  6. Maintain mailing lists, record attendance and ballot responses, and notify the Chair of any individual requiring membership jeopardy notice.
  7. Prepare supporting documentation for submission of draft proposed standards to the next higher level.
  8. Prepare, for approval, status reports of the committee work as required by INCITS and ISSB.
  9. Ensure the timely distribution of mailings from INCITS pertinent to the work and administration of the committee.
  10. Review documents prior to distribution for legibility, clarity, accuracy, and appropriateness, and modify when appropriate.
  11. Notify the INCITS Secretariat of changes in the subgroup membership.
  12. Attend required training sessions.

3.1.3 Secretary:

  1. Record and transcribe meeting minutes in consultation with the Chair and Vice Chair.
  2. Provide minutes to the Vice Chair so that they can be distributed within four weeks of the meeting.

3.1.4 International Representative (IR):

  1. Receive and review all documents of the related ISO/IEC JTC 1 SC(s), the counterpart ECMA TC(s), and other pertinent standards groups of international, regional and foreign national organizations.
  2. Ensure distribution to the subgroup of international documents, when appropriate.
  3. Review ISO/IEC JTC 1 meeting resolutions and documents; establish suspense control (tickler file) for required U.S. comments, technical contributions, and votes.
  4. Report status of international work at each meeting of the subgroup and ensure timely scheduling on the agenda of needed subgroup actions.
  5. Prepare, or arrange to have prepared, all responses and contributions in the appropriate format required by the most recent revision of the ISO/lEC Directives: Procedures for the Technical Work of ISO/lEC Joint Technical Committee 1 (JTC 1) on Information Technology, forward them in accordance with the procedures found in the INCITS/RD-2.
  6. Obtain subgroup approval to act as correspondent on liaison issues with related ECMA TC(s) and other pertinent standards groups of international, regional, and foreign national organizations.
  7. Serve as Head of Delegation (if appointed by the Chair) or advisor to the U.S. delegation to the ISO/IEC JTC 1 SC when the subgroup is the U.S. TAG, and ensure that reports of meetings are submitted to ANSI, INCITS Secretariat (acting in the role of TAG administrator) and INCITS Subgroup within thirty days of the adjournment of the meeting.
  8. Ensure that the subgroup forms U.S. delegations in a timely manner, considering the following:
    • The call for delegates
    • The sufficiency of proposed delegation with respect to the meeting agenda, i.e.: technical knowledge committee experience international experience negotiating skill training new people
  9. Submit to ANSI, through the INCITS Secretariat, a list of recommended qualified delegates and experts to meetings of ISO/IEC JTC 1 SCs, WGs, and other working groups for which the subgroup has TAG responsibility.

    Each list shall contain:

    • Name, business address and contact information (telephone, FAX, email address) for each delegate
    • Designation of HOD for SC
    • Designation of chief spokesperson for WG or other working group
  10. Prepare for TAG Administrator’s signature the letter to a delegate’s management requesting the delegate’s participation, when required.
  11. Ensure that U.S. offers to host international meetings comply with INCITS requirements; which include pre-approval before offering to host.
  12. Attend required training sessions.
  13. Ensure that the subgroup, when serving as a US TAG, provides input to the US delegation to JTC 1 meetings prior to the delegate's meeting.
Note: CT Chairs also assume IR duties.

3.1.5 Head of Delegation (HOD):

(To meetings of SC, WG other working group, HOD/C, etc.)

  1. Maintain working knowledge of international issues and U.S. positions.
  2. Assure that cognizant US TAG Chairs, IRs, or TAG Administrators have provided input to the U.S. Delegation.
  3. Introduce U.S. Delegation and serve as chief spokesperson for U.S. at international meetings.
  4. Arrange and conduct delegation caucuses as required.
  5. Direct delegation assignments during meetings.
  6. Maintain working knowledge of `JTC 1 procedures’ and international protocol.
  7. Develop rapport with other National Body delegations.
  8. Prepare HOD’s report for ANSI, INCITS Secretariat and INCITS Subgroup. (For SC meetings only)
  9. In cases where the HOD is not the IR, provide to the IR copies of all meeting documents that require action and advise the IR of any subsequent communications addressed to the HOD.
Note 1: JTC 1 procedures recognize HODs only at SC or higher level. INCITS extends the use of this office for all international meetings.
Note 2: In order to avoid conflicts of interest, a U.S. Convener of a WG cannot also act as U.S. Head of Delegation or chief spokesperson to that WG or to its parent SC.

3.1.6 Project Editor:
  1. Maintain document for which responsible, making timely changes as agreed by the subgroup.
  2. Prepare documents according to the most recent edition of the ANSI style manual for preparation of proposed American National Standards (eighth edition 3/1/91) http://web.ansi.org/public/library/guides/pdf/StyleMan.pdf
  3. Submit an electronic version of the manuscript according to the guidelines for submitting proposed American National Standards in an electronic format.
  4. Make arrangements for all artwork and engineering diagrams to be prepared and submitted electronically or in camera-ready form.
  5. Plan and schedule document preparation, taking into consideration lead times for document transmission, review and approval periods, meeting schedules and target dates established by the SC, WG or other working group and by the TC.
  6. Maintain an awareness of the development and approval process, including required lead times.
  7. Report the status of the document at each subgroup meeting.
  8. Maintain contact with ANSI editors during the pre-edit and pre-publication process.
  9. Attend required training sessions.

3.1.7 Liaison:

  1. Review and select appropriate documentation from the liaison organization for distribution to the subgroup.
  2. Monitor the activity of the liaison organization and report items of interest to the subgroup.
  3. Attend meetings of the liaison organization when required.


3.1.8 Vocabulary Representative (VR):

  1. Ensure that appropriate vocabulary terms from the subgroup are submitted to INCITS Study Group on Vocabulary.
  2. Receive all proposed vocabulary changes from INCITS Study Group on Vocabulary and distribute these changes to the subgroup membership for consideration at a subgroup meeting.
  3. Prepare the subgroup response to the proposed changes and ensure that the response is forwarded to INCITS Study Group on Vocabulary.
  4. Participate, or insure participation, on behalf of the subgroup, in any meetings necessary to resolve matters arising as the result of Paged the above coordination.

3.1.9 Delegates to International Meetings:

  1. Delegates are expected to be familiar with US positions and to promote them at the meeting.
  2. Attendance at all delegation caucuses is mandatory. The first caucus will be held at hotel on sunday, at 5 PM. US HoD will notify the delegation of hte exact location and time of the caucus closer to the meeting. The Plenary starts on Monday morning.
  3. Lead delegates will be assigned to each plenary agenda item and are expected to serve as experts on their assigned topics.

3.2 Duties and Obligations of International Officers within ISO/IEC JTC 1 and ISO Technical Committees

3.2.1 Conditions of Appointment and Term Lengths

SC Chairpersons and WG Conveners are appointed under the ISO/IEC or ISO/IEC JTC 1 procedures and serve for the term length prescribed in the relevant procedures.

U. S. persons, who are nominated to be SC Chairpersons or WG Conveners for ISO TCs and SCs, require endorsement by INCITS in order to serve in these capacities. U. S. persons, who are nominated to be SC Chairpersons or WG Conveners for ISO/IEC JTC 1 SCs, require endorsement by the JTC 1 TAG in order to serve in these capacities.

SC Chairpersons and WG Conveners are officers of their parent body technical committees (TCs) or subcommittees (SCs). In their capacity as SC Chairpersons and WG Conveners, they operate under the relevant procedures established by ISO/IEC and their parent body TCs.

3.2.2 Requirements for Avoiding Conflicts of Interest

SC Chairpersons and WG Conveners are officers of their parent body technical committees (TCs) or subcommittees (SCs). In their capacity as SC Chairpersons and WG Conveners, they operate under the relevant procedures established by ISO/IEC and their parent body TCs.

In their capacity as officers of ISO TCs or SCs, or ISO/IEC JTC 1 SCs, SC Chairpersons and WG Conveners nominated or endorsed by the U.S. shall maintain an international point of view and shall not represent and advocate U.S positions or positions of the organizations that employ them.

SC Chairpersons and WG Conveners nominated or endorsed by the U.S. shall:

  • Not serve concurrently as members of US Delegations or US appointed experts to the SC or WG to which they are appointed.
  • Be from to voting member organizations of the counterpart US TAG, although they need not be principle or alternate representatives.

3.2.3 Duties of ISO SC Chairpersons for ISO ISO/IEC JTC 1

SC Chairpersons shall:

  1. Be responsible for conducting each meeting with a view to reaching agreement on the progression of items in its program of work.
  2. In carrying out the duties of the office, act in a purely international capacity, divested of any national point of view
  3. Not serve concurrently as a delegate of an NB.
  4. Assist the SC Secretariat in reporting to JTC 1.
  5. Ensure ongoing coordination/liaison between the SC and other relevant SCs and external organizations.

3.2.4 Duties of WG Conveners for ISO/IEC JTC 1

WG Conveners shall:

1. Be an active member of the parent body and have experience in the operation of JTC 1 and its SCs and WGs.
2. Before appointment or reappointment, be endorsed by the Convener's NB
3. Have the necessary resources and administrative support to carry out the responsibilities assigned to a Convener.
4. Be responsible for reporting to the parent body on the progress of the work items assigned to the WG.
5. Be responsible for the proper conduct of the work, where practicable with the help of a Secretary under the authority of a P-member of the parent body.

3.2.5 Duties of ISO SC Chairpersons for ISO Technical Committees

SC Chairpersons shall:

1. Be responsible for the overall management of their respective SC and performing of duties described in the ISO/IEC Directives (ISO/IEC Directives 1, subclause 1.8);
2. Arrange, convene, and preside at meetings of their respective SC according to the relevant procedures of the ISO/IEC Directives and the SC parent bodies;
3. Guide SC Secretariat in preparing agendas and reports of meetings of the SC;
4. Assist the SC in reaching agreement on committee documents in accordance with the ISO/IEC Directives;
5. Act in a purely international capacity, divesting himself or herself of a U.S. point of view.

Note that a separate Secretariat should be appointed to a SC to handle document distribution and document registers

3.2.6 Duties WG Conveners for ISO Technical Committees

WG Conveners shall:

  1. Arrange, convene, and preside at meetings of their respective WG according to the relevant procedures of the ISO/IEC Directives and the WG parent bodies (ISO/IEC Directives 1, subclause 1.10.1);
  2. Maintain a list of appointed experts, project leaders, and project editors (names, addresses, phone and fax numbers, and e-mail addresses) and circulate the list to WG members as necessary (ISO/IEC Directives 1, subclause 1.10.1);
  3. Ensure that agendas and lists of meeting documents are prepared and distributed in a timely way before each meeting;
  4. Report on the WG’s state and progress to the WG’s parent technical committee or subcommittee (ISO/IEC Directives 1, subclause 1.10.1), including

    a. The schedule of WG product deliverables,

    b. Schedule changes, or changes in the availability of resources needed to accomplish assigned tasks

  5. Ensure that a document register is maintained and that WG documents are numbered in accordance with the ISO/IEC Directives and are circulated to all appointed members in accordance with ISO, WG, and parent body procedures;
  6. Distribute ISO preparatory stage working drafts in accordance with the ISO/IEC Directives and procedures established by the parent body;
  7. Obtain consensus of WG experts for decisions on working drafts and other WG products in accordance with relevant procedures of ISO/IEC Directives and parent body.

Note that a separate Secretariat may be appointed to a WG to handle document distribution and document registers. WG Conveners may perform WG Secretariat duties as appropriate and expedient.

3.2.7 Duties of Project Editors/Leaders within ISO/IEC Joint Technical Committee 1 (ISO/IEC JTC 1) and ISO Technical Committees

Project Editors/Leaders shall:

  1. Act in a purely international capacity, divesting himself or herself of a national point of view.
  2. Maintain the document throughout the stages of technical work, i.e., until publication, making timely changes as agreed by the SC, WG, or other working group.
  3. Prepare documents according to the most recent edition of the ISO/IEC Directives. Part 3: Drafting and Presentation of International Standards
  4. Prepare an electronic version of the manuscript according to Information Technology Task Force (ITTF) guidelines.
  5. During the balloting process:
  6. Ensure that the Foreword of the final text of the standard indicates the JTC 1 SC responsible for the standard.

    a. Review all comments submitted with ballots on the project document.

    b. Prepare revised texts incorporating editorial comments and those technical comments agreed upon by the SC, WG, or other working group.

    c. Prepare a report showing the action taken on all comments received.

  7. Submit the revised document and reports to the Chair and Secretariat of the SC, WG or other working group.
  8. Maintain contact with the ISO/IEC editors during the final editing prior to publication.
  9. After publication, maintain an updated document incorporating all approved CORs and AMDs so that a revision may be published with minimum delay when appropriate. The Foreword of the revision shall list all AMDs and CORs incorporated therein.
  10. Act as consultant, when required, regarding technical matters arising at various stages.

3.2.8 Liaison:

Liaison representatives shall:

  1. Review and select appropriate documentation from the liaison organization for distribution to the SC, WG or other working group, etc.
  2. Monitor the activity of the liaison organization and report on items of interest to the SC, WG, or other working group, etc.
  3. Attend meetings of the liaison organization as required.


© 2006 Information Technology Industry Council (ITI)

Last Updated April 2006